IBM ediscovery Identification and Collection

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1 IBM ediscovery Identification and Collection Turning unstructured data into relevant data for intelligent ediscovery Highlights Analyze data in-place with detailed data explorers to gain insight into data prior to collection. Collect data to a protected legal hold repository, preserving metadata and business context. Act on potentially relevant data in a legally defensible manner with audit trails to provide a robust chain of custody. Provide a fixed-cost solution that improves legal cost predictability. Repeatability, transparency and defensibility of the ediscovery process. Helps mitigate the impact and burden on IT. ediscovery an exercise in volume to relevance The volume and continued growth of corporate data make it increasingly difficult for legal teams to wade through the rising tide of information to discover what is relevant for a specific legal matter. Better insight into enterprise data can help ease the costs and efforts involved in ediscovery response and decrease the volumes of unstructured data, by targeting just what is most relevant to a particular case. Using an overly-inclusive approach to litigation response can result in large volumes of irrelevant data entering the ediscovery process, with high downstream costs for attorney review and production. However, despite the cost, over-collection was cited by more than half of corporate counsel in an ESG survey as a challenge in their identification and collection of electronic information. 1 Additionally, serial litigants that are named in multiple cases typically require repeated collections on the same evidence, creating duplication of effort, as well as duplicated data and storage. Too often, corporate legal departments do not know whose data may be relevant, nor understand the volume of potentially relevant data until after collection. By giving legal teams insight into data where it lives in the enterprise, they can determine exactly what data needs to be collected, collect virtually only the smallest legally defensible set of data, and measure the volume of data relevant to the case prior to collection. This knowledge can then be used to make an informed legal decision, mitigate legal risk and reduce ediscovery costs.

2 Give legal the relevant information they need When dealing with litigation or investigations, today s organizations have to quickly access, understand and act on a mountain of enterprise information with no delays and no excuses. With IBM ediscovery Identification and Collection, organizations can respond rapidly and efficiently to litigation and investigations. Approximately 90 percent of corporate cases are settled prior to the collection process, in many organizations this means that a settlement is made with little to no information regarding the actual merits of the case. IBM ediscovery Identification and Collection is designed to provide legal teams insight into relevant data prior to collection, which can give them the power to assess the merits of the case and the amount of data that may need to be reviewed helping to lead them to a much more informed settle vs. litigate decision. Throughout this identification process legal and IT teams can work together to cull down the responsive data to the smallest legally defensible data set. From identification through collection, preservation, and production of vendor-agnostic review-ready load files, IBM ediscovery Identification and Collection offers an ediscovery solution that provides legal teams deep data analysis at each step of the discovery process. IBM ediscovery Identification and Collection identifies, collects and preserves active electronically-stored information (ESI) on 75+ common enterprise data sources and over 450 file types including network servers, storage systems, laptops, or cloud-based data without disrupting users. With IBM ediscovery Identification and Collection, companies can better mitigate their corporate risks, while reducing legal expenses The solution is driven by an ediscovery workflow presented through a polished, browser-based user interface for legal counsel to cull data that has no relevance to a given matter. This guided process enables attorneys to rapidly explore and analyze even large initial data sets. Powerful analysis functionality facilitates the extraction of truly matter-relevant data from a mass of information quickly and efficiently. Figure 1: Reduce data to the smallest legally defensible set prior to collection. With IBM ediscovery Identification and Collection, legal and IT teams are organizationally aligned in order to discover what data is relevant to a legal matter, recognize large sets of data to gain a deeper understanding, and then act on the data appropriately providing companies the power to make more informed legal decisions, significantly reduce risk and reduce cost Discover: big data requires big search IBM ediscovery Identification and Collection accelerates the understanding of large amounts of unstructured content through powerful search functionality. Legal users can walk through a simple wizard to identify data sources, date ranges, custodians and matter terminology, while working directly with data experts to create and utilize advanced filters as necessary. This type of application-based interaction fosters organizational alignment and leads to substantially reduced legal risk and cost. Advanced search capabilities are specifically tailored to find responsive files in large amounts of unstructured data across the enterprise. No local application software is necessary to view searched file content, and viewing documents does not alter system metadata attributes. 2

3 The search functionality enables a user to enter simple to complex search strings and perform searches on an arbitrary mix of full text, metadata, and file attributes. IBM ediscovery Identification and Collection supports the following advanced search capabilities: Keywords Single term search Multiple term search Boolean operators Wildcards in search terms or Boolean expressions Proximity searches Natural language entities Regular expressions Object level attributes Hash value searches (digital signatures) Recognize: detailed data analysis increases corporate data intelligence IBM ediscovery Identification and Collection simplifies the analysis of unwieldy amounts of corporate electronically stored information (ESI). The ability of IBM ediscovery Identification and Collection to analyze and manage data in-place enables detailed analysis sooner and limits impact on user productivity. This architecture enables the solution to scale up to large environments without being limited to the storage capacities associated with repositories. IBM ediscovery Identification and Collection has the ability to present a variety of graphical perspectives of ESI based on its metadata for simplified and efficient analysis and culling. Additionally, virtually the entire contents of data object can be displayed to gain thorough context of the information, as necessary. IBM ediscovery Identification and Collection provides a rich set of intuitive data explorers that provide visual representations of unstructured data from various points of view, such as file system metadata attributes (owner, size, date, type, etc.), data source location, and category so stakeholders can better understand what data they have and what actions to perform. These explorers can be dynamically navigated to expose more details, as necessary. IBM ediscovery Identification and Collection also produces rich graphical reports that include the location of virtually all ESI and the number of responsive and relevant documents. Act: putting the power to act in your hands What is the use of finding relevant data if you cannot do something with it? IBM ediscovery Identification and Collection provides support collection to retention or export for review each with a detailed audit trail. IBM ediscovery Identification and Collection is designed to help companies respond rapidly to litigation by giving them intelligence to identify and collect the smallest legally defensible and most matter-relevant data. IBM ediscovery Identification and Collection includes: Data topology and overlay hit reports: provide valuable insight that is designed to enable legal teams to make more informed decisions about the merits of a case prior to collection. Includes a snapshot of a customer s data based on key word, custodian, and other search criteria. Data filters: allow customers to have coarse or fine grain control over their data to reduce data into smaller more meaningful or relevant information sets (i.e., known exclusions, custodians, matter terms ). These information sets can then be filtered further or acted upon, based on the legal team s needs. Actions: enable users to copy data to a retention server or export data for legal review. By leveraging the distributed architecture, data that is separated across even large physical distances can be acted upon in a single motion to more quickly and easily facilitate discovery and collection for a legal matter. ediscovery dashboard: provides process, and workflows for early data assessment, collection, and export using IBM ediscovery Identification and Collection. Figure 2: Heat map helps legal quickly identify serial litigant data 3

4 Incremental data collection: just files that are new or that have been modified since the last collection will be collected for preservation, helping ensure a streamlined and efficient collection process. This also helps ensure that the same document is not collected multiple times. Auditability: for policy activity in the system, IBM ediscovery Identification and Collection provides a detailed and thorough audit trail. Object metadata and ownership is preserved with the time and date an action occurred, providing a forensic history that is legally sound and defensible. Audit information can be searched and exported for review by outside legal staff, if necessary. And, a virtually invulnerable chain of custody is maintained throughout the process. Summary Unstructured data can represent significant legal cost and risk to an organization. Providing a powerful and highly scalable solution for data identification and collection, IBM ediscovery Identification and Collection enables legal teams to gain visibility and control over enterprise data. IBM ediscovery Identification and Collection is designed to deliver an organized, systematic, and defensible approach to ediscovery that can result in more predictable legal costs and reduced risks. With IBM ediscovery Identification and Collection, legal teams can identify the smallest legally defensible set of potentially relevant information for a given matter and provide forensically sound and defensible collections, independent of where the information exists across the enterprise. Why IBM? Software and solutions are helping to build a smarter planet, giving organizations more opportunities to realize their potential and break new ground. To achieve such goals, businesses need solutions that are fueled by expertise, built for today s dynamic environment and designed to deliver tangible business results. IBM Information Lifecycle Governance Solutions can help. The robust ILG portfolio is designed to enable businesses to apply industry leading governance practices to both structured and unstructured content for retention, optimize business processes, maximize IT infrastructure and address complex compliance requirements. The deep ILG capabilities support an information economics agenda the IBM approach to managing information as a strategic asset through better business alignment and coordination across internal stakeholder groups. About IBM Information Lifecycle Governance Solutions IBM s Information Lifecycle Governance (ILG) solutions help organizations improve their information economics by lowering information costs and risks while maximizing data value. IBM is one of the only providers of ILG solutions for Defensible Disposal, including holistically integrated solutions for efficient, rigorous ediscovery, value-based retention and archiving, and governance and disposal enablement. These solutions are designed to enable legal, IT, records, and business users to reduce legal risk, data management and discovery costs. IBM ILG customers manage enterprise information by its business value; can comply more efficiently with litigation and regulatory duties, and dispose of information that has no value or duty. For more information To learn more, please contact your IBM representative or IBM Business Partner, or visit: ibm.com/ilg 4

5 Copyright IBM Corporation 2014 IBM Corporation Software Group Route 100 Somers, NY Produced in the United States of America January 2014 IBM, the IBM logo and ibm.com are trademarks of International Business Machines Corporation in the United States, other countries or both. If these and other IBM trademarked terms are marked on their first occurrence in this information with a trademark symbol ( or TM), these symbols indicate U.S. registered or common law trademarks owned by IBM at the time this information was published. Such trademarks may also be registered or common law trademarks in other countries. Other product, company or service names may be trademarks or service marks of others. A current list of IBM trademarks is available at Copyright and trademark information at: ibm.com/legal/copytrade.shtml The content in this document (including currency OR pricing references which exclude applicable taxes) is current as of the initial date of publication and may be changed by IBM at any time. Not all offerings are available in every country in which IBM operates. The performance data discussed herein is presented as derived under specific operating conditions. Actual results may vary. THE INFORMATION IN THIS DOCUMENT IS PROVIDED AS IS WITHOUT ANY WARRANTY, EXPRESS OR IMPLIED, INCLUDING WITHOUT ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND ANY WARRANTY OR CONDITION OF NONINFRINGEMENT. IBM products are warranted according to the terms and conditions of the agreements under which they are provided. 1 ESG Research Report, Defensible Disposition in Practice: Perspectives from Business and IT, December defensible-disposition-in-practice-perspectives-from-business-and-it/ Please Recycle ZZD03254-USEN-01

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